Pace Scheduler Training Syllabus

The below “Days” are a suggested timeframe for you to follow, however you can progress at whatever pace is comfortable.

Day 1

Learn how to navigate your site.  Become familiar with the tabs and logging in.  FAQ, Calendar/Grid Cheat Sheet, and the Basic User Training Video for this.

Day 2

Today, we begin learning how to use the Calendar Tab.  Use the “Calendar/Grid Interactive Tutorial“, Calendar/Grid Cheat Sheet”, and our FAQ material for this portion.

Day 3

Repeat the Day 1 and Day 2 exercises.

Day 4 (Only applies to people that need to submit availabilities)

Today, we will dive into the “My Preferences” tab to submit our availabilities.  Use the “Setting Your Availabilities” Cheat Sheet and Interactive Tutorial for this portion.

Day 5

Repeat the Day 1, Day 2, and Day 4 (if applicable to you) exercises.

Day 6

Creating, claiming, and telling people about Extra Shifts.  Use the "Extra Shift/Message Blast“ Interactive Tutorial and the Calendar Cheat Sheet” for this portion.

Day 7

Creating a Permanent Shift.  Today, we are going to learn one of the most useful features for the Calendar, the “Permanent Shift”.  This allows you to schedule someone for days, weeks, months, even years at a time, all in just a minute or two.  

The one stipulation is, this person has to work their shifts/days in some sort of pattern (4 days on, 3 days off, 5 days on, 2 days off for example). Use the "Permanent Shift" Interactive Tutorial, “Calendar Cheat Sheet” and “Permanent Shift Cheat Sheet” for this portion.

Day 8

Repeat the Day 6 and Day 7 exercises.

Day 9

The Request Process. Today, try and get together in pairs or groups that are mixed with supervisors and regular users.  You are going to go through the request process together. The regular user will fill out and submit several different requests, and the supervisor will handle each of those requests right after. Try to change things a bit for each request.

Be sure everyone checks the calendar after you approve something, to see how the change was applied. Use the "Submitting a Time-Off Request" Interactive Tutorial & the Basic User Training Video to help you here.

Day 10

Reporting Features.  Today, we are going to learn all about reports.  There are several available to you, so we'll go through them one by one.  The "Payroll/Reporting" help doc category will help you here.

1. Shift Change Report.  This report allows you to see every change, request, manual edit, etc. that has affected to the schedule.  You can view every detail about the change, and we can even filter the report to show specific time types, dates, groups, etc.
    

2. Hours Report.  This report shows you every single hour type as well as totals for each person in those types.  You can evaluate days, weeks, months, even years at a time. You can export this report to Excel and easily remove columns/rows as you see fit.
    

3. Hours/Payroll Report by User (aka Daily Hour Breakdown).  This is basically a timesheet for individual people.  You can see how many hours, and what type of hours they worked on each day of the period.
    

4. Time Bank Usage Report.  This is just like your bank statement in real life.  You can choose the date range you want to see the transaction history for.  Then you can see details about each transaction, whether it be time bank usage or accrual, when it occurred, and what it was used for.  If an Admin/supervisor makes a manual edit to your balance, it will be reflected here with that Admin/supervisors name next to it. They can even leave notes next to the entry to indicate why the manual adjustment was made.

DAY 11

Assignments Tab.  Today, you are going to learn how to use the actual Assignments tab/portion of the software.  This will make it easy to divvy out beats/doors/zones/etc. at roll-call, and even set assignments to repeat for certain people for any period of time.  Use the “Assignments Tab Cheat Sheet” for this portion.

Days 12 & 13 (Last days for regular users)

Test each other.  Get together with your fellow officers, firefighters,  supervisors, admins, etc. and test each other on your knowledge.  Use one of the scenarios we covered in our training or think up new ones!

If they can’t get it, then teach them and figure it out together.  Teaching is the most efficient way to learn something. When you are required to tell someone else how to do something, you are forced to listen to your own logic, and find any faults with it, making it easier to identify areas that you still need improvement/practice in. It also commits information to memory better, and forces you to slow down to cater to the new learner, which gives you more time to think about the process.